Administrative & Office Coordinator

Job Description

Job Description

We are seeking an experienced

Administrative & Office Coordinator

to support the day-to-day operations of a professional corporate office. This individual will serve as a primary point of contact for visitors, employees, vendors, and external business partners while providing administrative support to leadership and helping ensure the office operates efficiently.

The ideal candidate will be organized, professional, proactive, and comfortable managing multiple priorities in a fast-paced environment.

This is an immediate-start opportunity, so candidates must be available to begin quickly. The position will initially begin on a contract basis with the potential to become a permanent opportunity based on business needs and performance.

Job Responsibilities

Office Administration Coordinate daily office operations to maintain a professional, organized, and efficient work environment. Manage office supplies, equipment, and relationships with external vendors. Coordinate facility-related requests and communicate with property management and service providers. Maintain office records, files, and administrative documentation. Support new-hire onboarding activities, including workspace setup and office logistics. Coordinate shredding, document storage, and other office-related services.

Reception & Office Support Serve as the first point of contact for visitors, employees, customers, and vendors. Greet guests and maintain a welcoming and professional reception environment. Answer, screen, and direct incoming calls and inquiries. Receive, track, and distribute mail, packages, and deliveries. Review shipping and delivery invoices and assist with reconciliation as needed. Maintain office security procedures, including visitor logs and badges. Receive and appropriately route time-sensitive business and legal correspondence. Maintain administrative records and tracking databases as needed. Assist with routine employee and external inquiries and direct questions to the appropriate departments. Serve as the primary point of contact for assigned office vendors. Assist with administrative coordination related to business or product registrations as needed.

Administrative Support Prepare correspondence, reports, presentations, and other business materials. Coordinate meetings, conference rooms, and related logistics. Assist with calendar management, scheduling, travel arrangements, and expense reporting. Support company events, employee engagement initiatives, and leadership meetings. Maintain calendars and administrative records for assigned leaders. Coordinate across departments to help ensure timely communication and follow-up.

Executive Support Provide administrative support to managers and senior leaders on an as-needed basis. Coordinate meeting materials, agendas, presentations, and follow-up items. Assist with leadership visits, special projects, and company initiatives. Handle confidential and sensitive information with discretion and professionalism. Collaborate across teams to support broader business needs. Perform other relevant duties as assigned.

Job Requirements

Education High School Diploma or equivalent required. Associate's degree in Business Administration or a related field preferred. Equivalent relevant professional experience may be considered in lieu of formal education.

Experience 3–5 years of experience in office administration, reception, customer service, executive support, or a related administrative role. Experience supporting managers, executives, or leadership teams preferred. Experience coordinating meetings, office events, or daily office operations preferred. Prior experience within a professional corporate environment is strongly preferred.

Knowledge, Skills & Abilities Strong organizational and time-management skills. Excellent verbal and written communication skills. Professional customer service and interpersonal skills. Ability to manage multiple priorities while maintaining strong attention to detail. Ability to handle confidential information with discretion. Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint. Ability to work independently while collaborating effectively across departments. Proactive, resourceful, and comfortable taking ownership of day-to-day office needs. Ability to start immediately or with minimal notice is strongly preferred.

\nCompany Description

Brilliant is an award-winning direct-hire, contract and consulting practice specializing in accounting, finance and technology for the Midwest and Southeast regions of the U.S. Many of Brilliant’s team members include former accounting, finance and technology professionals who are experts in the fields. Company Description

Brilliant is an award-winning direct-hire, contract and consulting practice specializing in accounting, finance and technology for the Midwest and Southeast regions of the U.S. Many of Brilliant’s team members include former accounting, finance and technology professionals who are experts in the fields.